Bank Feeds allow bank statement transactions to be brought into HirePOS so they can be matched, processed and reconciled.

Automatic Bank Feeds are currently provided through third-party provider Illion.

Once transactions have been retrieved, HirePOS handles the matching and reconciliation process.

There are two main parts to the Bank Feeds workflow:

1. Get Bankfeeds retrieves available transactions from your connected bank account.

2. Bank Statements displays the transactions already imported into HirePOS so they can be matched, voided and reconciled.

The Bank Statements screen is not a live view of your online banking.

If a new transaction has not yet been retrieved into HirePOS, refreshing or reopening Bank Statements will not fetch it automatically. Use Get Bankfeeds to request new transactions.

The available Bank Feeds workflow depends on whether the Accounting/Bookkeeping module is enabled.

Bank Feeds can be used for both:

• Money received

• Money paid out

This allows incoming payments and outgoing expenses to be matched and reconciled.

Bank Feeds are normally accessed from:

Banking > Bank Feeds

Bank Feeds operate in payments-only mode.

They are normally accessed from:

Payments > Bank Feeds

In this mode, HirePOS retrieves incoming credit transactions for customer payment matching.

Outgoing debit and expense transactions are not retrieved.

If you are expecting withdrawals or expense transactions to appear, check whether the Accounting/Bookkeeping module is enabled.

Bank Feeds are connected to individual bank accounts in HirePOS.

1. Go to Setup > Bank Accounts.

2. Select the bank account you want to connect.

3. Enter the BSB Number and Account Number.

4. Enter these exactly as they appear when connecting through your bank, including spaces or hyphens where applicable.

5. Click Options at the top-right.

6. Select Setup Bankfeeds.

7. Search for your bank or financial institution.

8. Follow the prompts to sign in and authorise access.

9. Select the bank account or accounts you want to connect.

10. Complete the connection process.

You may be returned to the HirePOS login screen after completing the connection. If so, log back in and return to Bank Feeds.

The BSB Number and Account Number stored under Setup > Bank Accounts are important when identifying the connected bank account.

They should match the details used during the Bank Feeds setup process, including formatting such as spaces and hyphens.

If transactions are not being retrieved for an account, these details are one of the first things to check.

Go to Banking > Bank Feeds or Payments > Bank Feeds, depending on your HirePOS setup.

Select the required bank account and click Get Bankfeeds.

HirePOS will request recent available transactions from the bank feed provider and import new statement lines into HirePOS.

Once retrieved, the transactions can be viewed and processed through the Bank Statements area.

HirePOS normally requests recent transactions and includes some overlap with previously retrieved dates. This helps capture transactions that may have been supplied by the bank after an earlier retrieval.

If you need older or historical transactions that are not being retrieved automatically, contact HirePOS Support or use the CSV bank statement import workflow.

Imported bank transactions are organised into three main states.

These are statement lines that have been imported but have not yet been linked to a HirePOS payment, expense or other record.

HirePOS may suggest likely matches based on the amount and nearby transaction dates.

These transactions have been linked to a HirePOS record as part of the matching and reconciliation process.

These statement lines have been excluded from the normal matching workflow.

Transactions supplied through the bank feed as pending may also appear here rather than under Unmatched.

If you cannot find a transaction that you previously saw, check Unmatched, Matched and Voided.

For unmatched statement lines, HirePOS can look for likely matching records.

Incoming credits can be matched against customer payments and invoice-related transactions.

When the Accounting/Bookkeeping module is enabled, outgoing debit transactions can also be matched against expenses and other applicable banking records.

If no existing record matches, you can create the required payment or expense from the statement workflow where applicable.

Bank Statements are designed around your current reconciliation workflow.

Once a bank reconciliation has been completed, older transactions may no longer appear in the normal current Bank Statements view.

HirePOS retains some overlap around recent reconciliation dates to assist with transactions close to the reconciliation period.

If you are looking for an older transaction, consider whether it belongs to a previously completed reconciliation.

Large Bank Statements lists may also span multiple pages.

HirePOS includes duplicate protection to help prevent the same bank statement transaction from being imported repeatedly.

The following transaction details are used when identifying possible duplicates:

• Date

• Amount

• Description

If two genuine bank transactions have the same date, amount and description, HirePOS will suppress the 2nd instance of the record to prevent duplication.

If you have 2 legitimate identical payments, manually allocate/create the 2nd instance in HirePOS against the relevant invoice.

Automatic Bank Feeds are not required to use HirePOS bank matching and reconciliation.

Bank statement transactions can also be imported manually from a CSV file exported from your bank.

Once imported, those transactions use the same Bank Statements, matching and reconciliation workflow.

For preparation and import instructions, see Using Bank Feeds in HirePOS Without Automatic Bank Connections.

If a bank transaction is not appearing where expected, work through the following checks.

Make sure you are retrieving and viewing transactions for the correct HirePOS bank account.

This is especially important when multiple bank accounts are connected.

Go to Setup > Bank Accounts and confirm that the BSB Number and Account Number match the details used when the bank feed was connected.

Check formatting such as spaces and hyphens as well as the numbers themselves.

Remember that Bank Statements only shows transactions already imported into HirePOS.

Use Get Bankfeeds to request newly available transactions from the bank feed provider.

If the Accounting/Bookkeeping module is not enabled, outgoing debit and expense transactions will not be retrieved.

Only incoming payment transactions are available in this mode.

The transaction may already have been matched or moved out of the Unmatched list.

Check all three states:

• Unmatched

• Matched

• Voided

Pending transactions may also appear under Voided.

Older transactions may fall outside the current Bank Statements working period after previous bank reconciliations have been completed.

If the transaction is significantly older, review the relevant reconciliation period.

If your bank statement contains multiple transactions with exactly the same date, amount and description, mention this when contacting HirePOS Support.

These details are used when identifying possible duplicate statement lines.

A transaction must first be made available by your bank and Illion before HirePOS can retrieve it.

Very recent or pending transactions may not be available immediately.

If the transaction is new, try Get Bankfeeds again after it has fully cleared through your bank.

A bank feed connection may occasionally require reauthorisation, particularly if:

• Online banking credentials have changed

• Your bank requires new authentication

• Access has expired

• Your bank has changed its online banking or security process

To reconnect:

1. Go to Setup > Bank Accounts.

2. Select the affected account.

3. Click Options > Setup Bankfeeds.

4. Search for your bank.

5. Sign in and complete the connection process again.

6. Return to Bank Feeds and click Get Bankfeeds.

If transactions are still missing, contact HirePOS Support with:

• The affected bank account

• Transaction date

• Transaction amount

• Transaction description

A screenshot or copy of the relevant bank statement line can also assist with investigation.

HirePOS automatic Bank Feeds rely on Illion and services provided by your bank or financial institution.

Temporary interruptions, bank maintenance, authentication changes or provider changes can affect transaction retrieval even when HirePOS itself is operating normally.

If an entire bank account suddenly stops retrieving transactions, check the HirePOS Status page and consider reconnecting the bank feed before investigating individual transactions.